Hospitality Assistant

Under the supervision of the Household Manager, the Hospitality Assistant serves as a personal assistant to Her Excellency.

Under the supervision of the Household Manager, the Hospitality Assistant serves as a personal assistant. The incumbent is attentive to details, possesses a gracious and professional personality. An ideal candidate is cheerful, honest, discrete, organized, and respectful.

The Hospitality Assistant is responsible for the care, maintenance, and upkeep of wardrobe and private rooms, as well as cleaning, ironing, and mending garments, laying out, and labeling of garments specific to each occasion while preparing them for packing and traveling, when the need arises. She also provides support for food & beverage service.

KEY OUTPUTS

• The client's schedule of appointments.
• Management of the client's wardrobe.
• Housekeeping in the client's dressing room and other assigned areas.

KEY AREAS OF RESPONSIBILITY

Technical/Professional Responsibilities – Personal Care & Support Duties

• Monitors the client's diary in order to be kept abreast of her appointments.
• In collaboration with the Private Secretary, the Hospitality Assistant updates the client in advance on upcoming appointments.
• Coordinates with Private Secretary to ensure documentation of appointments and the necessary elements are in place (such as health cards are available for doctor's appointments, test results are collected, specific instructions for tests are known and adhered to).
• Collaborates and coordinates with the client's Valet regarding matters relating to the client’s mutual attendance at events.
• Cares for all items in the client's wardrobe; keeps them in readiness for wear at all times.
• In consultation with the client, selects appropriate attire for appointments and personal activities.
• Carries out housekeeping tasks in the client's dressing room and other personal spaces. Keeps the areas in immaculate condition at all times.
• Organizes and maintains drawers, closets, and other areas used for storing clothing and personal items.
• Repairs garments as and when necessary. Consults with the client's seamstress or other experts as required to carry out alterations and repairs.
• Carries out periodic deep-cleaning of closets, drawers, and other storage areas according to established frequency. Consults with the Household Manager as required.
• Airs all clothing not worn within a period of at least one month. Removes all items from the closet area and vacuums everywhere to prevent moth infestation.
• Stores clothes as required in sealed plastic bags and puts moth or cedar balls in the closet or storage areas.
• Conducts a quarterly wardrobe audit. Recommends seasonal items for storage as well as the removal of worn items.
• Complies with and carries out required actions for storage or disposal of items as instructed by the client.
• Brushes, steams, and irons clothing, cleans shoes, and ensures that personal items are maintained at all times.
• Lays out clothing to be worn each day and for each event. Ensures that all items required for personal care are in readiness for use. Monitors personal care products and recommends replenishing in advance.
• Carries out personal care duties for the client as required. Presents the various articles as needed for dressing. Assists the client with dressing or undressing as needed.
• Checks to ensure that the client is appropriately groomed prior to departing the Residence.
• Disseminates information from the client to relevant staff and other personnel as directed and relates feedback accordingly.
• Relates to the client's Driver and Close Protection Officers regarding arrangements prior to her departing the Residence.
• Coordinates with the Private Secretary to the client and the Aide-de-Camp to The Governor-General to ensure speeches, briefing notes, and related documents are prepared and readily available for the client’s use and information.
• Retrieves files, books, and documents, which may be required by the client to be taken to events and appointments or while traveling; ensures that they are secure in her briefcase or carry-on bag.
• Receives the client on her return from events or appointments. Verifies that the Private Quarters are in immaculate condition and in readiness for her return.
• Remains on-call throughout the day to ensure that the client’s needs are met.
• Prepares the client’s luggage for travel, packs sufficient and appropriate clothing as well as linens for the trip. Unpacks on her return and applies the required cleaning and airing techniques for all clothing, other items, and luggage.
• Accompanies the client on trips as required. On arrival at the location, takes charge of all luggage and attends to the client’s needs.
• Receives and welcomes all of the client's guests to the Residence and attends to their needs for the duration of their stay.
• Answers telephones and receives in-person messages for the client; delivers messages, ascertains feedback, and reverts to the sender in a timely manner.
• Performs any other related duties which may be assigned.

Technical/Professional Responsibilities – Food & Beverage Service

• Provides support in setting up table appointments for events hosted by the client.
• Assists with food and beverage service to the client at events hosted or attended by them.
• Liaises with the Head Chef in the Residence on menus and meal service times for the client. Prepares specific items as required.
• Confirms in advance that all arrangements are in place for timely food and beverage service for the client. Coordinates with the other Hospitality Assistants to deliver timely service.
• Assists with polishing and storing silverware, dinnerware, glassware, and other items used for food and beverage service.

Other Responsibilities

• Be a good team player and assist with duties relating to providing service to the client, their family, and guests.
• Be au fait with current affairs and matters of personal interest to the client to facilitate conversation.

PERFORMANCE STANDARDS

• The client’s appointments are scheduled and met as required.
• The client’s dressing room, private areas, closets, drawers, and other storage areas are maintained in a clean and orderly manner at all times.
• Garments are repaired, cleaned, ironed, organized accordingly, and available to be worn when desired. Garments required for specific occasions are selected and laid out appropriately.
• The client is appropriately groomed to her taste prior to departing the residence.
• Personal care duties for the client are carried out to her satisfaction.
• The appropriate documents, files, and books needed for traveling and or appointments are made available to the client.
• The client’s needs are attended to at all times during food and beverage service on all occasions.
• The support provided in food and beverage service is at the standard required.
• All standards of customer service, personal presentation, efficiencies, and cleanliness as required are upheld.

REQUIRED KNOWLEDGE SPECIFIC TO THE POSITION

• Understands the Conventions of Protocol.
• Knowledgeable of hairdressing and other personal care techniques.
• Knowledge of coordination of garments, colors, accessories, fabric, and their care.
• Knowledge of the operation and care of industrial and domestic household machines.
• Knowledge of food and beverage preparation and service.
• Knowledge of housekeeping tasks.
• Understanding of health and safety issues.

REQUIRED COMPETENCIES, SKILLS & ATTRIBUTES

• Confidential, honest, flexible, loyal, and trustworthy with impeccable integrity.
• Engaging and able to build good rapport.
• Pays attention to detail and able to follow directions.
• Has a gracious and professional personality.
• Strong enough to lift items when needed.
• Has excellent organizational skills, is meticulous and detail-oriented.
• Possesses a great degree of confidence.
• Energetic, self-assured, customer-focused, and solutions-oriented.
• Able to anticipate customer needs, change direction quickly, and multitask.
• An excellent communicator with good interpersonal skills.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• An Associate Degree/Advance Certification in Hospitality Management/ Food Service, or equivalent from a recognized tertiary institution. AND
• Training in Wait Service and Food & Beverage Preparation. Preferable HEART TRUST -NTA Certification with practical experience in a formal food service entity. AND
• At least five (5) years of proven, related experience in a comparable setting, AND
• Valid Food Handlers’ Permit

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• The Hospitality Assistant must be in good physical shape, able to lift household items and stand for long periods. The required work output can be hectic and demanding and can require completing multiple tasks at the same time.
• The Hospitality Assistant must also be able to work under pressure, while ensuring that everything is prepared according to expected standards and guidelines.
• The incumbent may on occasions have to fill in as Butler and could experience the pressures of simultaneously coordinating a wide range of activities.
• Extended working hours are expected.

AUTHORITY TO:

• Collaborate with related internal and external stakeholders.